City of Rockville RFI 08-18 RFI for ERP Software and Services City of Rockville Rockville, Maryland REQUEST FOR INFORMATION For Enterprise Resource Planning (ERP) Software, and Implementation and Integration Services Responses Due by 2:00 P.M. Eastern Time, Friday, September 8, 2017 ISSUED BY: Jessie J. Woods, Senior Buyer Procurement Division City of Rockville, City Hall 111 Maryland Avenue Rockville, Maryland 20850 Phone: (240) 314‐8430 Fax: (240) 314‐8439 Any individual with a disability who would like to receive the information in this publication in another form may contact the ADA Coordinator at 240‐314‐8100, TDD 240‐314‐8137 MFD Outreach Program It is the intent of the City of Rockville to increase opportunities for minority, female and disabled (MFD) owned businesses to compete effectively at supplying goods, equipment, and services to the City, within the constraints of statutory purchasing requirements, departmental needs, availability, and sound economical considerations. Suggested changes and MFD enhancements to this solicitation’s requirements for possible consideration and/or inclusion in future solicitations are encouraged. Page i City of Rockville RFI 08-18 RFI for ERP Software and Services Table of Contents 1.0 INTRODUCTION ............................................................................................................................................. 3 1.1 Intent of RFI ................................................................................................................................... 3 1.2 Purpose .......................................................................................................................................... 3 1.3 About the City of Rockville ............................................................................................................ 4 1.4 Background .................................................................................................................................... 4 1.5 Anticipated ERP Functionality ....................................................................................................... 6 2.0 INFORMATION REQUESTED ...................................................................................................................... 8 2.1 Software Functional Scope ............................................................................................................ 8 2.2 Technical Delivery Scope ............................................................................................................... 9 2.3 Implementation Services Scope .................................................................................................... 9 2.4 Preliminary Implementation Timeline and Phasing .................................................................... 10 3.0 INSTRUCTIONS TO RESPONDENTS ...................................................................................................... 10 3.1 Preferred Respondent Characteristics ........................................................................................ 10 3.2 Response Address and Due Date ................................................................................................. 11 3.3 Receipt and Handling of Responses ............................................................................................ 11 3.4 Submittal of Pre‐Response Questions ......................................................................................... 11 3.5 Site Location ................................................................................................................................ 12 Response Delivery Requirements ................................................................................................ 12 3.6 12 3.7 Contact Information .................................................................................................................... 13 3.8 RFI Responses Property of the City ............................................................................................. 13 4.0 RESPONSE ITEMS ........................................................................................................................................ 14 4.1 Introductory Materials ................................................................................................................ 15 4.2 Executive Summary ..................................................................................................................... 15 4.3 Questions Regarding Strategic Planning...................................................................................... 15 4.4 Questions Regarding Software Solution ...................................................................................... 16 4.5 Questions Regarding Implementation Services .......................................................................... 17 4.6 Additional Topics for All Respondents ......................................................................................... 18 4.7 Response to System Requirements Matrix ................................................................................. 18 4.8 Response to Cost Schedules ........................................................................................................ 19 5.0 ATTACHMENTS ........................................................................................................................................... 20 5.1 System Requirements Matrix ...................................................................................................... 20 5.2 Cost Schedules ............................................................................................................................. 20 Page ii City of Rockville RFI 08-18 RFI for ERP Software and Services 1.0 Introduction The City of Rockville (“City”), through the Information Technology Department, is issuing this Request for Information (RFI) to gather current market information for an Enterprise Resource Planning (ERP) software system to serve as a core business application for, initially, Asset Management, Permitting, Planning, Work Orders, Inspections/Code Compliance, Licensing, and Customer Relationship Management (CRM); with optional future incorporation of Core Financial, Payroll, Human Resources, Procurement, and other functions typical of such systems. This RFI also requests information on planning the implementation of an ERP system along with integration both within the ERP and with existing systems. 1.1 Intent of RFI Software and systems implementation vendors (“Respondents”) are strongly encouraged to respond to this RFI. The information received in response to this RFI will help determine the structure, type, and approach to implementation of an ERP system for the City. Respondent information will also be used to update and enhance the business case and funding requirements for a potential ERP system. This is not a solicitation for quotations, bids, or proposals. No contract award will result from this RFI. The City may contact Respondents, at its sole discretion, for additional information. The City shall not be obligated to contact any Respondent, to purchase goods or services related to this RFI from any Respondent, or to use the content of any response in a future RFP. Response to this RFI is NOT mandatory to be considered for any future solicitation for any ERP software or services. The City will determine, in its sole discretion, whether to proceed with a solicitation following the RFI. It is entirely the Respondent’s responsibility to remain informed of the City’s issuance of any future solicitations. The City assumes no liability for failure of Respondents to obtain and respond to any such solicitation. 1.2 Purpose The City's purpose in issuing this RFI is to obtain information to assist City leadership in understanding current options for and approaches to meeting enterprise wide software needs to operate efficiently and effectively. Through this RFI, the City wishes to obtain information from Respondents that can assist the City to: Consider the degree to which commercially‐available ERP systems are likely to meet the City’s administrative business requirements; Consider what option would best meet the city's needs on the scale from best of breed to single vendor ERP. Page 3 City of Rockville RFI 08-18 RFI for ERP Software and Services Best address the City’s urgent need to first replace legacy systems, not including typical ERP core systems which will come under later consideration; Learn more about the pros and cons of various technology options, including on‐ premise installation, hosted or managed service platforms, or software‐as‐a‐service (SaaS); Obtain representative cost estimates for ERP or equivalent software, including licensing/subscription fees, annual maintenance costs, hosting fees, and other ongoing costs that can be used for budgetary and planning purposes; Obtain planning estimates of the cost to install, configure, and deploy the ERP solution in a citywide environment, using a phased approach; Obtain planning estimates of appropriate City staffing recommended to prepare for, implement, manage, and maintain an ERP solution; Inform the composing of an effective RFP to acquire a single vendor ERP, hybrid or best of breed software and services. 1.3 About the City of Rockville Rockville is one of the five largest municipalities in Maryland and is the seat of Montgomery County. It occupies 13.03 square miles within the metropolitan Washington, D.C. area and is